Travel Tips for Employees and Students on University Business

As a follow-up to your travel request and prior to your travel, the OHIO BSC will provide the following documents and information, as applicable to your specific travel, via a consolidated email message. We encourage you to save the email and ensure all needed documents are accessible throughout your travels:

• Travel Itinerary
• Conference Registration Confirmation
• Tax Exempt Information
• Any other pertinent documents (rental car, hotel authorization, etc.)

• Verify all reservations and itinerary information for accuracy.
• Store copies of all reservation and itinerary documentation so they are readily available while traveling (including confirmations, credit card authorization, and tax-exempt certificates).
• If you booked your trip through one of the university’s contracted travel agencies, confirm and/or update your current contact information for assistance while traveling (e.g., flight changes,  delays , et al).
• Notify Bank of America of your travel plans using the number on the back of your university card to avoid potential suspension for suspected fraudulent international transactions.
• Mileage is reimbursable regardless of the distance traveled, but the Drive vs. Fly rule requires a cost comparison for supporting documentation, the OHIO BSC can assist with obtaining price comparisons when needed.
• When combining business and personal travel, the university covers only the costs directly related to the business portion. The TMC will bill the university for the business portion and charge a personal card for the personal portion.
• Review  Per Diem rates for individual meal/incidental allowances .  
• Information Technology - Security While Traveling Internationally guidance: https://www.ohio.edu/oit/security/secure-workspaces/secure-international-travel

• If the OHIO BSC booked your lodging, present a copy of the credit card authorization form at check-in. You will also need to provide a credit card for incidentals.
• Maintain all itemized receipts as required by the  Travel Policy . Any non-lodging travel expense of $75 or more requires an itemized receipt to be attached to your travel expense report. Examples of expenses that do not require a receipt if they are under $75 include tolls, taxis, trains, subways, baggage fees, agent booking fees, and parking.
• Keep all travel identification (Driver’s License, Passport, etc.) credit cards and cash in a secure location.
• Always carry an emergency contact card with you.
• Business meals with donors, guests, and individuals that have a relationship with the University (including students) are allowable PCard expenses. Itemized receipt, list of attendees, and agenda are required for documentation.
• Individual meals are not allowable PCard expenses, and you will be reimbursed  Per Diem rates  for individual/meal incidental allowances upon return.
• Uber/Lyft can be charged to PCard or reimbursed.
• Contact CBT or the OHIO BSC for assistance with issues while traveling:
  • CBT Emergency Contact Phone: 866.266.8806
  • Email:  ohio@cbtravel.com
  • For assistance while traveling internationally, call: 801.327.7742
  • Live MS Teams Chat with an OHIO BSC purchasing/travel specialist (M - F, 8am - 5pm, holidays excluded)

• Submit required receipts, reimbursements, and supporting documentation using the  Substantiate PCard Purchases and Reimburse Travel  request form. Note: If you arranged travel through the OHIO BSC, you may submit required documentation to the ticket you already submitted for travel arrangements.
  • Reimbursement examples include ground transportation, per diem for individual meals, and mileage.
  • Supporting documentation examples include conference schedules, meeting agendas, and price comparisons.
• PCard transactions must be substantiated within 28 calendar days. If you are traveling for an extended period or to a remote location, please inform us in advance so we can request an extension from the PCard Administrator.
• Non-PCard travel expenses must be completed within 15 days of return from travel.